Meeting Minutes

Meeting details

  • Date: 14th July 2020
  • Duration: 19:00 - 21:55
  • Location: Cisco WebEx


Meeting minutes:

83/20TO RECEIVE APOLOGIES FOR ABSENCE

Apologies were received from Cllr L. Coffre

84/20TO RECEIVE DECLARATIONS OF INTEREST

No interests were declared with regard to any of the agenda items

85/20TO AGREE THE MINUTES OF THE COUNCIL MEETING HELD ON 2nd JUNE 2020.

The minutes of the meeting held on Tuesday 2nd June, had been circulated. Cllr Clarke asked that a correction be made under Minute 66/20 as she had declared a non-pecuniary interest as a Coronavirus Community Support Group volunteer. Subject to that correction, it was RESOLVED that the minutes were an accurate record, that they should be published on the website immediately and that the Chairman would sign a printed copy when the current pandemic restrictions are lifted.

86/20TO RECEIVE COUNTY AND DISTRICT COUNCILLORS’ REPORTS.

Apologies were received from District Councillor Moon. District Councillor Agate had submitted his report in writing – unfortunately he was not able to join the meeting despite several attempts to log on. The Chairman proposed, and members agreed to, the deferral of District Councillor Agate’s report until later in the meeting in the hope that the log-on difficulty would be overcome. (See Minute 93/20 below)

87/20OPEN FORUM.

Cllr Foster asked who is responsible for keeping the road signs clear of being obscured by vegetation. The Clerk advised that this is the responsibility of Hampshire County Council.

88/20FINANCE:

To receive the notes of the F&GPWG held on 8th July 2020. The notes of the meeting would follow – Cllr Hurst reported that the working group had discussed the following: the notes from the previous meeting; end
of year summary; quarter mark of the precept (financial statement); costs relating to the Peel Park pavilion works; update on grants; audit – notices on website etc; CIL funds; Bowls Club – green and membership; draft complaints procedure; sports hall floor repairs. Cllr Foster asked members to consider and identify potential project costs and let him or Cllr Hurst know.

To receive the July financial statement The financial statement had been circulated to members showing a balance at the end of June of £231392.41, which included the allotment deposit payments. The statement indicated how the finances stood at the ¼ mark of the precept. A possible adjustment was required under the defibrillator heading. It was RESOLVED that the statement be accepted.

To receive and agree Orders for Payment. The orders for payment had been previously circulated. Payments since the last meeting totalled £917.08 and payments of £10904.72 were presented. It was RESOLVED that the Orders for Payment be duly approved. It was also RESOLVED that payments due at the beginning of August could be made.

89/20CLANFIELD SPORTS AND COMMUNITY CENTRE – UPDATE

The Chairman had prepared a report which he read to the meeting. A copy is appended to these minutes. The Chairman’s report covered five headings - (1) the present situation following the announcement that Clanfield Sports and Community Foundation Limited (the Foundation) had ceased trading; (2) what the Council needed to do immediately in response; (3) how and when possession of the property would be returned to the Council; (4) the way forward thereafter and (5) communications.

The Directors of the Foundation had taken steps to place the company into creditors’ voluntary liquidation and a virtual meeting of creditors had been called for Tuesday 21st July 2020. The Council was in the process of
lodging its claim and the Council’s legal adviser had said that the Council should consider passing resolutions to appoint its representative at the creditors’ meeting and its signatory for the Proof of Debt form which was being completed. In those respects, the following resolutions were read by the Clerk and considered by members:

A. That at the meeting of creditors of Clanfield Sports and Community Foundation Limited which is to be held on Tuesday 21st July 2020, and / or at any adjournment of that meeting, Clanfield Parish Council will be represented by its Chairman, John Robert Bannell, or, in his absence, by any other Councillor. Duly proposed, seconded and unanimously RESOLVED.

B. That John Robert Bannell, Chairman of Clanfield Parish Council, or, in his absence, any other Councillor is authorised to sign the Proof of Debt - General Form, when completed, on behalf of the Parish Council.
Duly proposed, seconded and unanimously RESOLVED. Cllr Hurst was nominated as the Council representative should the Chairman be unavailable.

Members agreed that this was a sad occasion and appreciation should be shown to everyone who has been involved with the Centre. Looking forward, it was pleasing to note that discussions had commenced with Community First concerning their possible future operation of the Centre and members agreed that the Council should endeavour to bring those discussions to a satisfactory conclusion.

The Chairman also reported that the Parish Council has been approached by the Local Resilience Forum (LRF) with regards to using the site (mainly the car park area) as a Covid-19 Testing Station once possession of the property is returned to the Council. This would be expected to be on specified days for a two month period – start and end dates would be flexible. The LRF did not have a budget to offer payment to the Council for this facility and the Council would incur some costs for the provision of hot water to the toilets (which would be used by LRF staff only) and cleaning. Nevertheless, all members considered that the arrangements should be supported and confirmed. In anticipation of this decision and bearing in mind that the property had been closed since March, heating contractors had been provisionally booked to re-flush the hot water system on 28th July and Legionella testing would be done on the following day - both subject to the Liquidator of the Foundation, when appointed, permitting the work to be undertaken.

90/20TO RECEIVE FOR APPROVAL TERMS OF REFERENCE FOR THE COUNCIL’S COMMUNITY WORKING GROUP

The Terms of Reference for the Councils Community Working Group had been circulated and it was RESOLVED that they be duly accepted. They are appended to these Minutes. It was noted that the work of the Group would focus on three main areas - the proposed Youth Council and other community activities, the Public Art Project and to bring forward environmental initiatives following the Council’s declaration of a Climate Emergency at the meeting on 2nd June 2020. It was anticipated that the first meeting of the Group would be arranged for September.

91/20PLAYGROUNDS AND OTHER RECREATION FACILITIES:

To review the progress of Covid-19 risk assessments and the phased re-opening of playgrounds and other recreational facilities as permitted by Government Regulations. Steps had been taken to reopen the playgrounds – the playground at Peel Park was opened on 4th July after being thoroughly cleaned by members and new guidance signage had been put in place. It was agreed that the playground at South Lane Meadow and the playground and MUGA at Windmill View (Harehurst Walk) would be opened at the earliest opportunity following cleaning and new signage work.

To receive and consider cost estimates for the repair of equipment at the Council’s playgrounds following the annual ROSPA inspection reports.
Only two quotations had been received to date – Emma Barritt was chasing a third company. It was agreed that, once this is received, the Chairman and Clerk would review the costings and agree the action to be taken under delegated powers following consultation with Cllr Hurst as Chairman of the Council’s Finance & General Purposes Working Group.

92/20CHALTON GREEN:

To consider a request for the relocation of the bench seat.
The Chairman and Clerk had visited the green and met with the resident who explained the issue with regard to the close proximity of the seat to their garden wall and the anti-social behaviour of people using it. They had asked for the seat to be relocated further away from their property. The seat had been on the site for many years and was starting to show signs of deterioration. However, it was still considered to be safe. A quotation had been received to resite the seat at a cost of £250.00, However following discussion, members RESOLVED that the seat should remain where it is (7 in favour; 3 against) as it was felt that relocation would
be unlikely to resolve the problem of anti-social behaviour.

To consider, in principle, the provision of a defibrillator for Chalton Village when financial provision can be made and subject to the agreement of a property owner.
There is currently no defibrillator provided in Chalton – siting was the issue and wherever it should be sited it would need an electricity supply. Although members agreed in principle it was considered that funding and positioning would need to be looked into before a formal proposal could be brought to the Council. Subject to positioning being resolved, this could possibly be considered for next years budget.

93/20DISTRICT COUNCILLOR AGATE’S REPORT

Unfortunately, District Cllr Agate had not been able to log on to the meeting. The clerk raised the following points from his written report on his behalf:

A draft Traffic Regulation Order proposing double yellow lines for sections of East Meon Road and its junction with Ivy Orchard,, Little Hyden Lane and North Lane to deter people parking in the close vicinity of Clanfield Junior School and signage to enable the School “Keep Clear” zig zag markings to be enforceable. A school representative was in attendance. She stressed the danger of the present situation and that their primary concern was the safety of the children. Reference was also made to the car that had recently hit the school railings. Members considered these proposals and, with one abstention, agreed to support the proposed Traffic Regulation Order.

There as a planning application for a communications mast close to Ditcham Park – the Parish Council had not yet been officially consulted. Was there any further requirement for defibrillators? Not in Clanfield but possibly in Chalton as discussed previously in the meeting.

A concern had been raised with regard to the unofficial closure of a public right of way in the vicinity of the Windmill – HCC had been made aware of the situation and the closure was not lawful.The Care Quality Commission are currently looking at Closed Cultures. They need volunteers; the CQC together with Health Watch England have a new campaign: “Because We All Care” looking to obtain feedback on Health & Social Services Care in England. NHS is restoring visiting – one person once a week for one hour and must be prebooked.

Penns Place will be opening in September, by appointment.

94/20UPDATE ON PROPERTY MATTERS:

(a) Down Farm Barn:

Planning Application – UPDATE

The decision of the Local Planning Authority (EHDC) had been delayed by a week.

Fencing and gate repairs.
The fences and gates had been adjusted as agreed and vegetation on the site had been cut by members of the
working group. There were three heras fencing panels on site – it was agreed that the developer be asked to
remove them.

The working group’s Terms of Reference need to be revised and updated - Cllr Clarke and the Clerk would
review them accordingly.

(b) St James Place (Down Farm Park) - Phase 1:

Completion of land swap.
The land swap had now been completed.

Developer’s remedial work to the bowling green and the sports pavilion.
The developers were still in negotiation with contractors concerning the remedial works that are required to the Green. With regard to the pavilion, the three outstanding “snagging” items had not yet been repaired. The repair of the large front window which had been broken in March - it was believed as a result of vandalism - had been delayed both by the availability of glaziers to estimate during the pandemic and by delays at the insurers. It had now been established that water has infiltrated the adjacent double-glazed unit and both would now have to be replaced.

Completion of Bowls Club Lease.
The Council’s legal advisors had now sent the documents to the Bowls Club. Completion would be delayed from its intended date of 30th June.

The Chairman reported on the revision to Clause 8.11 of the draft Lease which had been negotiated with the Bowls Club since the last Council meeting (Minute 72/20). Members indicated their approval of the revision.

(c) St James Place (Down Farm Park) - Phase 2:

Progress towards proposed Transfer.
The transfer document had been signed but completion will not be authorised until outstanding matters, particularly, but not exclusively, in relation to landscaping, are resolved by the developers. Resurfacing of the
allotment car park and topsoil leveling of the grassed areas adjacent to it will be carried out during the week commencing 20th July – it is anticipated that the outstanding works should be completed in 4/6 weeks

Allocation of Allotment Plots - Site B (Plots 27-51).
All the allotment plots had now been allocated.

The Allotment Association had asked that the 8.00 p.m curfew for work at the allotments should be reconsidered. The Chairman said, that, from his experience as a former allotmenteer, dusk would be a more common, and workable, rule. This was agreed.

Cllr Harris would put up car park closed notices which would remain in place for the duration of the forthcoming car park surfacing and topsoil works by the developer’s contractors.

The possibility of a shared storage shed would be investigated as it was not now considered possible for storage chests to be provided as originally envisaged. No commitment as to storage facilities on Site B had been given to the allotment holders. It was noted that the lack of electricity at Site B could be an issue. The Allotment Association had also suggested that 4 or 5 extra allotment plots could be formed within Site A – if this was the case a layout plan would be required and the planning situation would need to be checked. This would be considered.

Land security works.
The dragons teeth at Columbine Way had now been installed along with the fencing and gate posts to the allotment car park – the gates would be hung following the completion of the car park resurfacing works etc. It was reported that allotment users had been driving through the car park and onto the grassed area surrounding the Site B enclosure – they were being reminded that this is not permitted. The grant funds for the security measures would now be applied for. Picnic tables/seating at St James Place would be considered after the completion of the Phase 2 land transfer.

(d) St James Place (Down Farm Park) - Phase 3:

To receive an update on the sports pitches
Work had commenced on site and the Chairman was attending site meetings with the developers, their contractors, EHDC and EHDC’s consultant from the Institute of Groundsmen.

(e) Peel Park:

Decision on continuance or otherwise of evening car park closure.
Members considered that the car park could now be left open but it would be closed again at 7.30 pm each day if further anti-social problems should occur at the Park.

Park Health and Safety issues including repair of western pedestrian entrance.
The entrance to the western end of the park had been temporarily closed as the steps and fencing appeared to have been vandalized. This entrance was due to be reconfigured as part of the Accessibility Works to be undertaken by HCC. The clerk would chase HCC again and ask when the accessibility works would be implemented as due to the delay to these works - both here at at the Pond - the old part of the village in particular has been left looking unkempt as well as becoming a health and safety concern. There were several slates missing from the lychgate roof – these would be addressed.

Progress of Phase 1 pavilion works.
The works were due to be completed by 17th July – an inspection would be made thereafter.

Arrangements for Legionella testing and Covid-19 Risk Assessment.
Cllr Harris would carry out a Covid-19 risk assessment of the pavilion and action any required measures to make the building Covid safe prior to reopening. The legionnella testing had been carried out and the report
was awaited.

Legal report and decision on Clanfield Football Club’s goal storage proposal.
The Chairman had looked through the Deeds packet and he had circulated a note to members. Previous legal advice to the Council had been noted. After due consideration, it was RESOLVED (with one abstention) that:

(i) The Council’s consent for this facility should be granted on an annual basis - meaning that the
Football Club would need to apply to the Council each year for permission to retain the facility.
(ii) The Football Club will be responsibile for obtaining planning permission for the facility.
(iii) The cost of constructing the facility and its insurance should be borne by the Football Club.
(iii) When the facility has been constructed and the new goals are available fo use, the Football Club should remove the existing goal post sockets in Peel Park and make good the land.

The Chairman would continue discussions with the Football Club on this basis.

Two applications had been received for use of the park for fitness classes– they were both businesses – it was agreed that further information was required and that the Council should devise a policy for such uses on Council land during the pandemic.

2020 / 21 Licence Agreement with Clanfield Football Club.
Negotiations were progressing and it was expected that they would be concluded by the September meeting. The Football Club had said that it was not possible for them to supply a fixture list in advance of the season as previous Licence Agreements had required. This provision, amongst others, would be reviewed.

To review and consider Architects' preliminary drawings for forming a front entrance to the pavilion.
Preliminary drawings, produced by the architect, had been circulated to members. They allowed for a ramp and new access door to the front of the building leading into the kitchen which would be reduced in size and would become a kitchenette. The ramp area would need to be revisited as it was in the proximity of a window. It was considered that a sliding door should be installed leading to the kitchen area. Members agreed that, otherwise, the drawings were acceptable and that the architect should be asked to proceed to prepare a specification for the proposed work ready for the submission of a Building Regulation application in due course and so that preliminary costings could be obtained.

To consider cost estimates for the replacement and relocation of the boiler and hot water cylinders
Two quotations had been received – a third was required – it was stated that they should be on a like for like basis to enable direct comparison, although this could prove to be difficult. The quotes do exceed the precept budget for this work.

CCTV camera issue/repair
One of the CCTV cameras was in need of repair and a quote for this had been received - £776.00 + VAT – it was agreed that the contractor be asked to proceed accordingly.

(f) Village Pond:

HCC issues - silt and fencing
Cllr D’este Hoare had sent a report to members : The depth of silt still remaining in the pond is an outstanding problem despite the work of HCC earlier this year. The information gathered by the volunteers showing how shallow the water depth actually is has been sent to HCC but so far no comment/response has been received. Secondly the condition of the surrounding fence is a serious issue. The fence is in a very poor condition and is due to be replaced by HCC as part of their village improvements funded by the developers contribution money. The fencing's poor condition was highlighted last week when a volunteer fell on to the pavement when a section collapsed - thankfully she was not badly hurt but this could have been far more serious. The issue has been taken up again with HCC.

Report on the work being undertaken by volunteers.
Item 1 Additional tree work around the pond has now been completed. This work involved removing a dead tree and significantly reducing another leaning over the pond and also leaning against another tree close to Pond Lane.

Item 2 Volunteers have been busy undertaking the following a) Removal of surface weed from the pond, b) Preparing for the replacement of the bridge adjacent to the filter chamber. Proposals and costings are currently being prepared for Council approval.

Item 3 Fixing a new bench seat as agreed at last month's meeting.

95/20TO RECEIVE PLANNING COMMITTEE AND OTHER REPORTS.

There were currently four applications pending – comments would be submitted accordingly.

96/20TO CONSIDER DISPENSATION TO COUNCIL MEMBERS CONCERNING PLANNING APPLICATIONS ON COUNCIL OWNED PROPERTY

Further consideration would be given to this matter prior to the September meeting.

97/20DATE OF NEXT MEETING

Tuesday September 1st 2020 at 7.00 pm online via WebEx, unless the current restrictions are lifted.

ORDERS FOR PAYMENT

8TH JULY, 2020

Payments made since the last meeting:

PAYMENT METHOD

PAYEE

GROSS

VAT

NETT

SERVICES

BACS

CLANFIELD VOLUNTARY CARE GROUP

  500.00

   

 500.00

COVID- 19 DONATION AS AGREED

BACS

PHS GROUP

  165.86

   27.64

 138.22

PLAY EQ. INSPS MAY

BACS

GOSSINGTON & ELLIOTT

    42.00

     7.00

   35.00

PAYROLL  ADMISTRATION MAY

DD

CASTLE WATER

   10.90

 

   10.90

P.P. WATER

DD

SALVUS TRUST

 107.81

 

 107.81

PENSION CONTRIBUTION

DD

CASTLE WATER

     7.03

 

     7.03

SLM WATER

DD

BRITISH GAS

     7.73

 

     7.73

ALLOTMENT BUILDING ELECTRIC

BACS

PORTSMOUTH WATER

   75.75

 

   75.75

P.P. PAVILION WATER SUPPLY CHARGES

 

Payments presented:

BACS

MRS DIANE DUFFY

  xxxxx

 

  xxxxx

CLERKS JUNE SALARY

BACS

MRS DIANE DUFFY

     88.90

 

    88.90

CLERKS  JUNE EXPENSES

BACS

MRS EMMA BARRITT

   xxxxx

 

  xxxxx

ASST CLERKS JUNE SALARY

BACS

MRS EMMA BARRITT

     15.00

 

    15.00

ASST CLERKS JUNE EXPENSES

BACS

HMRC

   280.67

 

  280.67

PAYE AND NI

D. CARD

CATALYST

     43.19

     7.20

   35.99

MONTHLY FEE FOR ADDITION STORAGE SPACE (1.6)

BACS

IDVERDE

 1031.83

 171.97

  859.86

BIN EMPTYING 01/04/20 TO 30/06/20

BACS

ARBROOK TREE CARE

   465.00

 

  465.00

POND TREE WORKS

BACS

QUALITY LAND SERVICES

 1669.50

 278.25

1391.25

FINAL GROUND WORKS PRIOR TO END OF MARCH 2020

BACS

PHILSPACE

       7.68

     1.28

      6.40

FINAL FOUR DAYS CONTAINER HIRE

BACS

R. HOWES

       7.00

 

      7.00

PURCHASE OF WD40 SPRAY FOR PADLOCKS

BACS

M. STANNING

     74.00

 

    74.00

PAVILION CLEANING

BACS

SERENITY DIGITAL

   180.00

   30.00

  150.00

WEBSITE HOSTING FEES

BACS

RP GARDENING

 3520.00

 

3520.00

GROUNDS MAINTENANCE – JUNE + Additional works

BACS

LEYDENE FENCING

   934.80

 155.80

  779.00

DOWN FARM BARN GATES

BACS

CLLR WILLLIAMS

     15.00

     2.50

    12.50

PAYMENT FOR WEBEX (MONTHLY)

DD

SALVUS TRUST

     24.00

     4.00

    20.00

PENSION ADMINISTRATION FEE

BACS

PETAPRINT

     20.00

     3.33

   16.67

A3 SIGNAGE FOR CLOSED PLAY AREAS

BACS

PETAPRINT

     37.50

     6.25

   31.25

A 3 SIGNAGE FOR PLAY AREAS REOPENING

BACS

PHS GROUP

   165.86

    27.64

  138.22

PLAY EQUIPMENT INSPECTIONS (JUNE)

BACS

VIKING DIRECT

     25.49

     3.49

  22.00

STATIONARY AND STAMPS

BACS

VIKING DIRECT

     15.55

     2.59

  12.96

STATIONARY

BACS

VIKING DIRECT

     90.59

    15.10

  75.49

PRINTER INK

BACS

VIKING DIRECT

     36.29

     6.05

  30.24

INK AND SANITISER – THE INVOICE WAS FOR £72.67 BUT I HAD A CREDIT NOTE PENDING FOR RETURNED INKS SO THIS WAS OFF SET AGAINST THIS INVOICE

BACS

VIKING DIRECT

   17.72

    2.95

   14.77

PRINTER INK

BACS

VIKING DIRECT

   35.90

    5.98

   29.92

PRINTER INK AND STATIONARY

BACS

VIKING DIRECT

   51.11

    8.52

   42.59

CLEANING MATERIALS – BUCKETS ,CLOTHS, DISINFECTANT ETC

BACS

VIKING DIRECT

    4.27

      .71

    3.56

CLEANING MATERIALS

 

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